In this article, we will learn how to add Disclaimer for Lync Dialin users so that when they send a meeting to another user, It adds a Text as below:

“Please use your Computer AUDIO with a headset or dial the meeting Extension when joining a Lync meeting.  Only use the full dialin number when not connected to the network.  For the best Audio/Video quality make sure your Computer Wireless is turned off and you are wired to the Network.”

First Create a Distribution List of Users who are enabled for dialin access, In my next article I will show you how to keep this List updated.(if any user is given dialin access than he or she should be automatically added to this Distribution group) example: lync-Dialin-group

Open Exchange management Console and click on hub transport under Organization Configuration. Click on new transport rule in Right pane –> in Action tab as shown in screenshot below.

Provide a name for Rule “Lync Meeting Disclaimer” or any other Name that you want and  in comments add “[!OC([1033])!]” . Click next as shown in below screenshot.

Add Condition in rule, select from a member of distribution list. Add “lync-Dialin-group” group which we created in the beginning.

Also Select When Subject field or message body contains specific words. Add “[!OC([1033])!]”. As shown in screenshot below.

Then add action Select append disclaimer text and fallback to action if unable to apply.

Add below disclaimer

“Please use your Computer AUDIO with a headset or dial the meeting Extension when joining a Lync meeting.  Only use the full dialin number when not connected to the Organization network.  For the best Audio/Video quality make sure your Computer Wireless is turned off and you are wired to the Network.”

Then add exceptions select except when the messages is sent to users that are inside or outside organization.  Add “outside the organization”.

Also, add exceptions if Meeting is forwarded or Replied, by using regex in except when the Subject field matches text pattern :(you can add other exceptions as well)

^FW:(.*)

^RE:(.*)

Click next and enable the rule.  Schedule online test meeting from the member of distribution list and check with one of test user if disclaimer is added as below:

“Please use your Computer AUDIO with a headset or dial the meeting Extension when joining a Lync meeting.  Only use the full dialin number when not connected to the Organization network.  For the best Audio/Video quality make sure your Computer Wireless is turned off and you are wired to the Network.”

Let me know if you face any issues in setting this up..

 

Tech Wizard

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